The job profile is for an Executive PA at Little Green Beverages. The key responsibilities include coordinating general support for CEOs, board members, executives and managers; arranging conferences, events, travel and catering; scheduling meetings and managing diaries; monitoring communications and drafting responses; providing secretarial, administrative and project support to CEOs; and assisting with external commitments. The role requires high-level clerical, communication, and organizational skills to effectively support the leadership team and anticipate their needs. Discretion is important as the position has access to confidential information.

1. JOB PROFILE AS EXECUTIVE PA AT LITTLE GREEN BEVERAGES
 To co-ordinate andprovide materialsandgeneral supporttoCEO's,Board Members,
Executive Managers,Line Managers,GACStaff,a varietyof external service providers,
consultantsandotherStakeholdersasrequired.
 To arrange conferencesandeventsintermsof all logistics(itineraries,agendas,travel
arrangements,venues,refreshments,flights,FOREXetc.) accordingtomanagement
requests(Nationally). Attendtoall CateringRequirements
 Co-ordinate schedulingof meetingsandappointmentsonbehalfof the CEO'sto ensure
effectivediarymanagement.
 Evaluate invitations(internal andexternal) withinthe scope of diarymanagementandtake
appropriate actioninrespectof respondingonbehalf of the CEO's.
 Monitorand respond(if necessary) toincominge-mail,mail andphone callsonbehalf of the
CEO's and determine the level of priority.
 Draft repliestocorrespondence asappropriate (eitherunderthe instructionof the CEO'sor
independentlybasedonknowledge of the issuesathandand the organisation'sandCEO's
perspectives).
 Assistwithextensive supportingdemandsof CEO'stime. Co-ordinate workflow tomanage
workloadina mannerthat permitssufficienttime tofulfil the leadershiprequirementsof
the CEO's roles.
 To provide andensure,asrequired,ahighlevel of administrative,secretarial andproject
supportto CEO's (including: diarymanagement,draftingof responsestoa varietyof
internal staff andexternal stakeholdersandservice providers,buildingsolidrelationships
withkeyexternal stakeholders). Actasgatekeeper.
 Assistwithanyexternal commitmentsasrequiredandperformall othersecretarial tasksto
the Directors. Act as an Ambassadorforthe Company.
 To maintainthe RegisterforMobile Phones,Laptops&Computers - SimCards,Data Cards,
Upgrades
 ScreenandAssistReceptionwithpresentationof Internal Notifications.
 To processand administrate purchasesforall regionsaccordingtorequestfrommanagers.
 Ensure newemployeeshave vehicles,petrol cards,ITrequirements,phones,stationery,
workstations,businesscards,furnitureetc.
 To provide secretarial andadministrative servicestoall ManagersandStakeholders
(Nationally) intermsof travel arrangements,informationsharing,material orderingetc.
 To manage all external service providersintermsoroffice cleaning, aircons andgeneral
housekeeping.
 To facilitate andadministrate all ordering/purchasesintermsof office stationary, groceries,
cleaningmaterialsetc.forHO,DC, ProductionandWarehouse.
 Manage the Cleaners - delegatingcertaintaskstothemto developtheminbecomingmore
effectiveintheircurrentroles. Anticipate staffingneedsandschedule staff toaccommodate
peakdemandperiods. Providetrainingtoenhance theirperformance
 Provide helpthroughawide range of duties,includingclerical tasks,researchand
managementroles.The positionrequiresahighlevelof integrity due toexposure to
confidentialand sensitiveinformation.
 High-level clerical skills,suchasadvancedor expertproficiencywithwordprocessing,
spreadsheetsanddatabases.Excellentwrittenandverbal communicationskillsparticularly
beingthe liaisonbetweenthe CEOandthe boardof directors.A CEO isa busy person,sothe
abilitytoanticipate needs,thinkcriticallyandoffersolutionstoproblemscanhelp usboth.
administrativeassistants.

2.  My dailyroutine israrelythe same fromdayto day,and variessignificantlydependingon
the requirements.Typical dutiesinclude managingacomplex schedule forthe CEO’s.That
includesbookingmeetings,conference callsandtravel.
 Settinguptravel,meetings,speakingengagementsandotherappointmentsforthe
executives Iamassignedtoworkwith.In additiontomakingappointments,thismayalso
involve ensuringthere are noschedulingconflictsandmakingsure executivesknow where
theyneedtobe when.
 As executive assistants Ioftenhave office managementduties.Theseresponsibilitiesmay
involve overseeingthe workof receptionandotheremployees,aswell asmakingsure that
everythingisinplace forthe office tofunctionsmoothly.
 As Executive assistant Ioftenmanage the flow of informationtomembersof the executive
leadershipteam. Iscreenphone calls,openandsortmail,andsummarize reportsand
memosthatare receivedbeforepassingthe informationontothe people I assist.
 As Executive assistant Iamofteninvolvedinpreparingandformattinginformationfor
internal andexternal distribution.Thismayinclude writinglettersandmemos,compiling
data for reports,creatingcomputerizedpresentations,editing,proofreadingand other
informationpreparationduties.
 As Executive assistant Ihave accessto informationaboutcompensationplans,internal
investigationsbasedonemployee complaints,companytrade secretsandotherconfidential
information. Iamina positionof being privytoinformationthatmustbe protected,sobeing
able to maintainconfidentialityandexercise discretionisessentialforsuccess.